Detail Level Requirements (Cont’d)
SEGMENT VALUES DESCRIPTION

2/LM/3400 Mandatory
01 DF Department of Defense

Example: LM*DF
2/LQ/3500 Mandatory
01 0 (zero) Document Identification Code
02 POS Enter Doc ID (Proof of Shipment)
Example: LQ*0*POS
2/LQ/3500 Mandatory
OL 83 Supply Condition Code

02 1 position Enter Condition Code

Example: LQ*83*A

Detail Level Requirements 3" HL Loop)

SEGMENT VALUES DESCRIPTION
2/HL/0100 Mandatory Hierarchical ID Number
01 1 Enter Hierarchical ID Number
03 I Hierarchical Level Code (Item — used for UID information)

Example: HL*1**1

2/REF/1500 Optional
ol SE Reference Identification Qualifier (Serial Number)
02 1-32 position Enter Serial Number

Example: REF*SE*SERIALNUMBERA

B-6


3. Future streamlined data; see introductory DLMS note 2c.

2/LQ01/3500 Add the following code: Condition Code identifies readiness of
the repair item at time of shipment.

83 Supply Condition Code

DLMS Note: Authorized DLMS enhancement; see
introductory DLMS 2f.

fesse

=

5 =
fi LDL N



receives an "A" condition item, then ships it to a receiving site which reports that [UID number on the
receipt, the receipt will fail because ERP never saw the RFI issue of that item. Given this, it was
decided that IUID tracking by standard SAP won't be activated until all legacy applications are
upgraded to report UID via DLMS transactions. Overall reviews of IUID implementation are ongoing
and it will be used long term once each site is ready.

(b) DLMSO recommends Navy evaluate inclusion of both the serial number and the unique
ite identifier (UII) in the 856 POS.

(6) Transportation Control Number (TCN). The NITA tracking application which will be
used in conjunction with Navy ERP will accept TCNs along with other information such as Pro
Account Number. In order to pass the DLMS 856S criteria which requires a TCN for each 8568
transaction, CAV will change to assign a TCN for each shipment made by the contractor. The TCN
assignment must be consistent with the requirements under the Defense Transportation Regulation and
DLMS. That is, the TCN should contain a partial indicator if the shipment is physically shipped as
separate units. However, if separate POS transactions are created for a single physical shipment, each
POS will contain the same TCN resulting in multiple shipment status transactions with the same
document number/suffix and TCN, differing only by the Navy-unique Repair Cycle Document

Number (RCDN).
(7) End-of-Day (EOD) Process.

(a) CAV provides the opportunity for a CAV reporting contractor who has also been
designated as a PBL contractor (one who is contractually obligated to warehouse government assets for
the purpose of filling government requisitions) to perform the ‘proof of shipment’ functionality
automatically. This automated function is executed whenever a CAV II requisition is filled or partially
filled, Creation of the POS record is not completed if (1) the CAV contractor chooses a shipper of
“Other” and (2) does not enter any shipper data. When POS shipment data is provided, it is captured,
recorded in the CAV database and forwarded to the Legacy System.

(b) The CAV reporter will perform the following during the ‘Proof of Shipment Process’:
[1] An Open Requisition is selected to be filled
[2] Asset(s) are selected to be Shipped
[3] DD 1348 data is collected via CAV data entry
[4] DD1348 is created and SHIP/POS step is provided
[5] Carrier is selected for shipment/POS
[6] Requisition Shipment/POS data is collected via CAV data entry

[7] Assets are recorded as “Shipped” and Proof of Shipment transactions are
created during the CAV II End-of-Day process.

(c) POS data output by CAV II includes:


Trailer Level Requirements

3/SE/0200 Mandatory
01 1-10 position Number of Included Segments
(Total number of segments in this transaction
set including ST and SE segments)
02 4-9 position Transaction Set Control Number
(Contains the same number cited in STO2)

Example: SE*33*0001

B-7


Detail Level Requirements (Cont'd)

SEGMENT

VALUES DESCRIPTION

2/REF/1500 Optional

Example:

2/REF/1500

04

Example:

2/DTM/2000

Example:

ol SI Shipper's Identifying Number for Shipment (SID)
02 8 position Enter DD250 Number

04 Composite

04C04001 cT Contract Number

04C04002 13 position Enter Contract Number

04€04003 =9O0Q Order Number

04C04004 ~— 4 position Enter Order Number

04€04005 = C7 CLIN

04C04006 = 4 or 6 position Enter CLIN

Note 1: The 8" position of the DD250 Number must be blank or Z.

REF*BT*DD250NBZ**0Q:0001:C7:0101

Mandatory
ol TG Transportation Control Number (TCN)
02 17 position Enter TCN
Composite
04C04001 08 Carrier Assigned Package Identification Number

04C04002 1-20 position Enter Pro Account Number
04C04003 BL or BM Government Bill of Lading or

Bill of Lading Number (Commercial)
04C04004 1-20 position Enter bill of lading number

Note: ‘TCN must be identified as the primary transportation number under DLMS,

REF*TG* V2302781901700XXX**08*PAN 8:BL:D1234567

Mandatory

Ol O11 Date Qualifier (Shipped)
02 CCYYMMDD Enter Shipment Date
DTM*011*20080905

B-4


in X12 version 5020. This is an authorized DLMS

enhancement,

right now, because we are in the
midst of integrated system testing of
the CAV-Navy ERP processes.

Staffing Note: DLMSO is
authorizing the use of a migration
code for identification of the NIIN
when passed in the 856S. Use ofa
“migration code” refers to establishing
an agreement with all trading partners to
use a valid X12 code from a higher
version, with its approved X12
definition, at a lower version of X12.
Manual intervention may be needed for
some commercial applications to accept
the higher version code. (Approved
DLMS Change 329, Use of Borrowed
and Migration Codes in DLMS
Supplements)

2/SN102/0300 | Add new DLMS note 4: Navy CAV-unique requirement:
CAV Shipment Status is prepared for

Number of Units Shipped each individual item separately, and so
Federal Note: Express as a whole number with no the quantity will always equal 1.
decimals.
DLMS Note: /. For shipment status and lateral Adds reversal capability for CAV only:
redistribution shipment status, use to identify the shipped CAV reporters have the capability to do
quantity. POS reversal transactions to allow them
2. For pseudo shipment status (BSN06 code NC), use to to correct any erroneous data originally
identify the Material Release Order (MRO) quantity. entered [Examples: typed data on the
3. A field size exceeding 5 positions may not be received or _| POS Transaction; POS entered on the
understood by the recipient's automated processing system; | wrong RCDN]. Also, if corrections need
see introductory DLMS note 2d. to be made to the issue transaction, CAV
4, For CAV Shipment Status (BSNO6=WTP), use to logic requires the POS needs to be
indicate quantity shipped or quantity reversed. Always reversed before the issue can be
enter a quantity of one (1). A separate CAV Shipment reversed.
Status is prepared for each individual item shipped. To
reverse, enter a quantity of minus one (-1).

2REFOI/1500 | Add the following code: Navy CAV-unique requirement

Q9 Repair Order Number

DLMS Note: Must use for CAV Shipment Status to
indicate the unique Repair Cycle Document Number
(RCDW) assigned by the CAV II System. The RCDN
identifies an individual item at the contractor’s plant and
is used for tracking purposes, Position (1-6) identifies the
Contractor’s DODAAC, Julian Date (pos 7-10) and Serial
Number (pos 11-14). It is assigned when the item(s) is
receipted into CAV, Each item has its own unique



transaction or 857 Combo). Redundant requirements which deviate from standard DoD requirements
generate additional costs to the Government.

(2) Navy Response: Once Integrated Systems Testing and User Acceptance Testing is
complete for Navy's first deployment of ERP 1.1, NAVSUP, NAVICP, NAVSISA and any other key
personnel required will review the full range of DLMSO requirements for the 8568S, including the use
of WAWF 4.1 data in place of the WEBCAV POS for the contractors not under the Navy RFI process.
For contractors under the RFI process, which is the majority of WEBCAV contractors, per Navy In-
Transit policy, the official Proof of Shipment and Proof of Delivery are obtained from the eRMS
transportation data base supporting the RFI process. The RFI process has given the Navy effective
traceability for WEBCAYV contractor outbound RFI shipments by having the freight agent record
critical data at each touch point in the shipment and delivery process. For the contractors not using
RFI, if WAWE 4.1 offers the same data as WEBCAV POS, and if that data can be mapped into SAP
standard or customized data fields, then Navy will consider the WEBCAV 8568 as redundant to
WAWEFE. Until such time that this type of review and decision are completed, the 856 POS is the Navy
ERP 1.1 tool for WEBCAV contractors not under RFI.

6. IMPACT:

a. Systems/Applications: The CAV Shipment Status (POS) transaction impacts Navy ERP and
CAV II Systems. CAV II changes have been incorporated and .
Updates based upon the approved change will be made.

b. DAASC Mapping: Updates are required to the DAASC mapping from CAV UDF to DLMS
8568S. DAAS will NOT convert CAV Shipment Status to MILS AS_, Shipment Status. In addition,

DAASC needs to be ready to test this process with Navy ERP and CAV in October 2009, if Navy is
going to be able to put this into production with the initial Go-Live of Navy ERP. If DLMSO and
DAASC cannot support the above change, the mapping changes will have to be done after release 1.1
Phase 1, Feb 2010.



NSN Mode of Shipment

Ship to DoDAAC Standard Carrier Alpha Code (SCAC)
Shipment Bill of Lading

Shipment Date Reversal Indicator
Contractor- From RIC Supply Condition Code
Shipment Number RCDN

Contractor Reference Number Contract Number

Order Number CLIN

ICP RIC (RIC To) Serial Number
Pro/Account Number Documentation (POS) Date
Document Number Document Number Suffix

(8) ERP/NITA Interface: The ATAC freight agent provides service under a TRANSCOM
contract and meets all standard reporting requirements, including sending EDI 214s to GTN. In Navy
experience, GTN is not a viable option for tracking shipments. The freight agent also inputs the data
directly into eRMS and that is the data utilized by the NITA module for SIT tracking. Under the ERP
1.1 design, once a SIT issue is sent to NITA by ERP via a unique ERP/NITA interface, NITA will use
the Proof of Shipment Data and Proof of Delivery posted by the freight agent as tools to force
accountability and resolution from the last known holder of the shipment. ERP will provide SIT
receipts on a daily basis to totally close or reduce the quantity of a SIT issue being tracked in NITA.
The CAV 856 POS transaction is meant to provide shipment information when either the vendor is not
on the RFI program or the vendor incorrectly ships items instead of waiting for the ATAC-arranged
transportation. In these cases, under Navy ERP 1.1, the incoming 856S transaction will be translated
to a Document Identifier of POS. The data on the POS transaction will be stored in Navy ERP for
audit trail purposes and forwarded to NITA for recording against the contractor's issue in NITA. If the
SIT issue becomes overdue, NITA uses this POS data to obtain Proof of Delivery from the Freight
Agent designated by the SCAC Code on the POS and then move to the Receiving Site for resolution.

4, REASON FOR CHANGE: The ‘Proof of Shipment’ (POS) transaction is required in order to
transmit shipping information to the Navy ERP and CAV II Systems. Currently, the ‘Proof of
Shipment’ transactions are created by the CAV II contractors. These transactions provide the
Inventory Managers and CAV Administrators the ability to monitor and track the shipment of repair
items. The CAV Administrators require the contractors (Non-ATAC) to enter ‘POS’ data on the
selected CAV screens during the time of shipment. Secondly, the use of the ‘POS’ assists the Navy
Inventory Control Points (NAVICPs) in satisfying the Command’s MIT/SIT objectives.

5. ADVANTAGES AND DISADVANTAGES:

a. Advantages: This change will to allow the NAVICPs and impacted systems to track and
monitor shipping information. Thus, the critical mission of the Supply System will be accomplished -
‘Satisfying the Fleet and Customer Focus’.

b. Disadvantages:

(1) DLMSO identified the CAV POS as redundant to existing WAWF requirements for the
repair contractor to provide GFP transfer or Reparable Receiving Report information (WA WE 856



Detail Level Requirements (Cont’d)

SEGMENT

VALUES DESCRIPTION

2/DTM/2000 Mandatory

Example:

2/N1/2200

Example:

2/N 1/2200

Example:

2/N 1/2200

Example:

01 999 Document Date

02 CCYYMMDD Enter Proof of Shipment Date

03 HHMMSSDD Enter Time of Proof of Shipment
04 WwW Time Qualifier (Effective Time)

Note: The “HHMMSS” (6 poation fed) is used to indicate the unique Date
Timestamp. ae SS

DTM*999*20080908"125822*W

Mandatory

01 ZA Owning ICP

03 M4 RIC

04 3 position Enter ICP’s RIC
06 TO Message To
N1*Z4"*M4*NRP*TMTO

Mandatory

ol ST Ship To

03 10 DODAAC

04 6 position Enter DODAAC to whom material was shipped

N1*ST**10*N12345

Optional

OL CA Carrier

02 1-25 position Enter Carrier’s Name - optional
03 2 SCAC

04 2-4 position Enter SCAC only

N1*CA*FED EX*2*XXXX

B-5


Enclosure 1, DLMS Supplement 856S Revisions

Location

Revision to
4030 856S, Shipment Status

Notes

DLMS
Introductory
note

Add ADC 344 to DLMS introductory note 3:

- ADC 344, Revised DLMS Shipment Status (856S) in
Support of Navy Enterprise Resource Program (ERP)
and Commercial Asset Visibility (CAV) I. The CAV
Shipment Status enables the Navy Proof of Shipment
(POS) process by supporting Navy CAV-unique data and

process requirements via the DLMS 856S on an interim
basis pending full DLMS compliance. Refer to ADC 344

for details,

To identify DLMS changes included in
the DS.

1/BSN06/0100

Revise DLMS notes as follows:

AS Shipment Advice

DLMS Note:

1. Use to indicate this transaction set provides shipment
status information related to requisitions,

2. Also applies to Army Total Package Fielding.

3. Use with BSNO7=WTP to identify CAV Shipment
Status,

Qualifier AS identifies MILSTRIP AS_,
Shipment Status, under DLMS

1/BSN07/0100

Add the following code and associated DLMS note:

WTP Waiting for Proof

DLMS Note: Use to indicate that Commercial Asset
Visibility (CAV) shipment status is provided by a
contractor under Navy CAV requirements, Also known
as “Proof of Shipment (POS).”

Qualifier WTP used in conjunction with
standard shipment status identification
indicates CAV Shipment Status (Proof of
Shipment)

2/LIN02/0200

Add the data element level note revision and the following
code and associated DLMS note:

Product/Service ID Qualifier

DLMS Note: /. Use one of codes Al, A2, A4, FB,

FS, FT, MG, NN, YP or ZZ to identify the materiel
shipped. Must use National Stock Number (NSN)
when known, except, when appropriate, brand name
subsistence items are identified by the subsistence
identification number. An exception is also
authorized for CAV Shipment Status where materiel
may be identified by the National Item Identification
Number (NIIN) when the Federal Supply Code
(FSC) is not available.

NN National Item Identification Number

I. Use only for CAV Shipment Status when the NSN
(FSC plus NIN) is not available.

2. Qualifier NN is a migration code approved for use

Navy CAV-unique requirement: FSC
is not included in the CAV database,
and the submitter of the CAV POS
transaction does not have access to it.
If he/she happens to know it, then
he/she could provide it, but it is
highly unlikely that the CAV user (a
contractor at the CAV site) will have
that information. It would require a
significant change to the CAV system
to be able to access that information
from either Navy ERP or FLIS.
NAVSUP will explore including the
FSC in this field when we make the
changes in CAV and Navy ERP to
become fully DLMS compliant, after
we complete Navy ERP
implementation in FY12. However,
Navy cannot make those changes



DEFENSE LOGISTICS AGENCY
HEADQUARTERS
8725 JOHN J. KINGMAN ROAD
FORT BELVOIR, VIRGINIA 220606221

IN REPLY
REFER TO

DLMSO October 27, 2009

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS

SUBJECT: Approved Defense Logistics Management System (DLMS) Change (ADC) 344, Revised
DLMS Shipment Status (856S) in Support of Navy Enterprise Resource Program (ERP)
and Commercial Asset Visibility II (CAV II) Systems (Supply) (Staffed as PDC 350)

The attached change to DOD 4000.25-M, DLMS, is approved for testing and subsequent
implementation effective immediately. The updated DLMS Supplement (DS) will be posted to the
Defense Logistics Management Standards Office (DLMSO) Web site http://www.dla.mil/j-
6/dimso/elibrary/TransFormats/formats.asp within 10 days from the above date.

Addressees may direct questions to the DLMSO points of contact, Ms. Ellen Hilert, Chair, Supply
Process Review Committee, 703-767-0676, DSN 427-0676, or e-mail: ellen.hilert@dla.mil. Others must
contact their Component designated representative

& LiF mn t— Ma}, USAF
5x DONALD C. PIPP
Director
Defense Logistics Management
Standards Office

Attachment

ce:
DUSD(L&MR)SCI


(Manufacturing Directive Number) to identify the
procurement document which authorized the commercial
contractor to ebtain/equisition from DoD inventories Use
with document number (REFO1! Code TN).

3. For CAV Shipment Status, must use to identify the
procurement document which authorized the commercial
contractor to repair and ship Government Furnished
Materiel into DoD inventories. Use with contractor-
assigned shipment number (REFO1 Code SI).

Add new DLMS Note 2 and revise DLMS Note 3:

CT Contract Number

DLMS Note:

1, Use on shipments of GEM to the contractor.

2, Must use for CAV Shipment Status, to identify the
contract number authorizing repair/return of GFP,
3. Authorized DLMS enhancement; see introductory
DLMS 2a.

2/REF04-03/
1500

Add new DLMS Note 2 and revise DLMS Notes | and_3:

OQ Order Number

DLMS Note:

1, Use in-GEM-teansaetions with contract number (REFO4-
01 Code CT) to identify the call or order number, or the
call or order number including the respective call or order
modification associated with the applicable contract.

2, Must use for CAV Shipment Status,

3. Authorized DLMS enhancement; see introductory
DLMS 2a.

Provides a cross-reference to the GFP
contract and shipment information.

2/REF04-
05/1500

Add the following codes and notes:

C7 Contract Line Item Number

DLMS Note:

1. Use with contract number (REF04-01 code CT) to
identify the application CLIN/SubCLIN.

2. Must use for CAV Shipment Status,

3. Authorized DLMS enhancement.

BL Government Bill of Lading

DLMS Note:

I. Use to identify the government bill of lading.
2, Authorized DLMS enhancement.

BM Bill of Lading Number

DLMS Note:

J, Use to identify the shipment unit commercial bill of
lading number.

2. Authorized DLMS enhancement.

Provides a cross-reference to the GFP
contract and shipment information.

2/DTMO01/2000

Add the following codes:



RCDN. A ‘POS’ is created for each item citing that
item's unique RCDN (e.g., N994179077002). Refer to
ADC 344,

7 2REFO1/1500 | Add the following code: Navy CAV-unique requirement
X9 «Internal Control Number Staffing Note: This data field requires a
DLMS Note: Contractor’s Reference Number is used to | new business rule under DLMS to
indicate the unique number used by the CAV II System to | suppress this data element from the
identify and track EDI transactions, Refer to ADC 344, DLMS transaction when not available
(rather than duplicating the document
number/suffix as filler under current
CAV-process)
8 2REFOI/1500 | Add code and DLMS Notes: Provides a cross-reference to the GFP
SI Shipper's Identifying Number for Shipment (SID) shipment information,
DLMS Note:
J. Must use in CAV Shipment Status (BSNO6=WTP) to This is the DFARS Shipment Number
identify the contractor-assigned shipment number as required on the receiving report (DD
shown on the shipping documentation, Normally 250). Navy reports that CAV contractors
applicable to a Materiel and Inspection Receiving Report | may perpetuate this value to the DD
(DD 250), but may apply to a DD 1348-1A employed by 1348-1A.
CAV contractors.
2. The shipment number may be 7 or 8 positions. If 8, Staffing Note: Shipment Number on a
the last position must be Z, indicating final shipment. DD 1348-1A is non-standard process.
3. Authorized DLMS enhancement; see introductory Navy please provide example.
DLMS 2a.
9 2/REF04-01/ Revise data element level DLMS note 1:
1500 Use ... with REFO1 code TG (TCN) to identify a secondary | Clarification.
transportation number. Where applicable, two secondary
transportation numbers may be provided, e.g. for CAV DLMS business rules require the use of a
Shipment Status the carrier tracking number (PRO) may | TCN as the primary transportation
be identified in REF 04-01 and the bill of lading number | tracking number.
(commercial or Government) may be identified in REF04-
02.
08 Carrier Assigned Package Identification Number
DLMS Note:
J. Use to identify carrier paekage tracking (PRO)
identifieation number (when carrier is other than the
United States Postal Service). Use recommended in
conjunction with identification of the carrier (2/N101/2200
qualifier CA).
2, Authorized DLMS migration enhancement; see
introductory DLMS 2f,
10 | 2/REFO4-01/ Reyise date element level DLMS Note 2: Provides a cross-reference to the GFP
1500 contract and shipment information.

Reference Identification Qualifier

DLMS Note

(note L not shown)

2. Use one of codes CT (Contract Number) or W3

DLMS business rule is that the contract
number is linked from composite to
shipment number in REFOL.



document number/suffix and TCN pairings with the RDCN as the sole differentiator!

e. Publication(s): Operation Concept Description (OCD), CAV II, Version 7.3; Interface Design
Description (IDD), CAV Il, Version 7.3; Software Design Description (SDD), CAV II, Version 7.3;
Data Base Design Description (DBDD), CAV II, Version 7.3; DOD 400.25-M; DLMS and DS 8568.

f. DLMS Data Elements.

(1) Field length. Carrier is expanded to 60 positions. A comparable change will be made to the
945A.

(2) Added: The following data elements have been added to the 4030 8568.

# Data Element Data Element Mapping
1. | Proof of Shipment Indicator BSN07/0100/WTP, Waiting for Proof
2. | National Item Identification Number 2/LIN02/0200/NN, National Item Identification Number

3. | Repair Cycle Document Number (RCDN) 2/REFO1/1500/Q9, Repair Order Number

4. | CAV Contractor’s Reference Number 2/REFO1/1500/X9, Internal Control Number

5. | Shipment Number 2/REFO1/1500/SI, Shipper's Identifying Number for Shipment (SID)
6. | Contract Line Item 2/REF04-05/1500/C7, Contract Line Item Number

7. | Shipment Document Date 2/DTMO01/2000/999, Document Date

8. | CAV Repair Site 2/N101/2200/RN, Repair or Refurbish Location

9. | Supply Condition Code 2/LQ01/3500/83, Supply Condition Code



Enclosure 3, DLMS Manual

Insert the following guidance in DOD 4000.25-M, DLMS Manual, Vol 2, Chapter 5, Status (exact paragraph
number not available).

The DLMS authorizes a temporary non-standard use of the DLMS 856S, Shipment Status, to indicate that
Commercial Asset Visibility (CAV) shipment status is provided by a contractor under Navy CAV requirements. This use of
the DLMS transaction is known as “Proof of Shipment (POS)” and is recognized by the designator WTP, Waiting for
Proof (in the beginning segment, BNRO7). The 856S POS is the Navy ERP 1.1 tool for WEBCAY contractors not under
"Ready for Issue (RFD" process. This is an interim requirement pending implementation of standard DLMS
transactional exchanges. When used, the 856S will carry Navy unique data content and will flow from the contractor to
the Navy ICP. The quantity shipped will be a constant ‘I? as a separate transaction is prepared for each item, regardless of
the actual shipment quantity.

Enclosure 3, Page 1


(5) Staffing Note: Unlike standard DoD practice, under Navy CAV separate shipment
transactions are created for each item shipped. For the Issue transaction there is both a summary and
separate detail transactions. However, for the 856S POS there is no summary transaction for total
quantity shipped. A separate individual shipment status is provided for each item, regardless of
whether multiple items are shipped as a single shipment or as partial shipments.

(6) Staffing Note: DLMSO has advised Navy that there is a DoD requirement for repair
contractors to provide shipment status to the Distribution Depot ship-to location. This requirement
may be satisfied by the DLMS 8568S or the WAWF 856, Currently, neither Navy ERP nor CAV
contractors provide 856S shipment status to the Distribution Depot as required under
MILSTRIP/DLMS. Pending full WAWF implementation with expanded capability, DLMSO
recommends, that the CAV POS be distributed to the ship-to distribution depot when applicable. This
may be accomplished with a second iteration of the “To” activity in the contractor-prepared POS,
causing DAAS to prepare a copy of the transaction for the ship-to site as well as the Navy ICP. DSS
would not be required to accept all the CAV unique data elements. Alternatively, the Navy ICP could
provide standard DLMS shipment status to the depot based upon the CAV POS.

d. Detailed Procedures:

(1) Within the functionality of CAV II, POS transactions are used by the CAV contractors during
the Repair and Requisition (DVD/PBL) Processes.

(2) CAV business rules do not require CAV reporters to create ‘Proof of Shipment’ transactions
when performing the routine steps, Receipt, Induct, Complete, and Ship, during the CAV II Repair
Process. The POS is an optional function. [Note: The ‘POS’ is required for contractors who are
ATAC - Enabled and make shipments on their own. There is no requirement for non-ATAC-enabled
CAV reporters to perform POS on shipments.]

(3) Upon successful completion of the CAV II ‘Ship’ process, all assets that have been recorded
as ‘shipped’ in the CAV II database are eligible to have (1) ‘proof of shipment’ data captured, (2)
recorded in the CAV database, and (3) forwarded to the Legacy System. These ‘POS’ transactions
(outgoing) are created during the CAV II end-of-day process (described below).

(4) POS (856S) generation varies by shipment type:

(a) For Shipments from CAV Repair to depot storage: POS is created after the shipment
(ic., right after or later the same day).

(b) For Shipments from CAV Repair in support of a customer requisition: POS is created
at the same time of shipment (but, could be created right after).

(5) Item Unique Identification (IUID)

(a) Serial number tracking is an interim requirement pending transition to UII-based tracking.
The Navy long term plan is to use IUID in ERP when each activity in the Supply Chain can provide
that number starting from the time of requisition. Currently all applications do not provide this
number. Standard ERP requires the IUID from everyone once the IUID is posted for a specific
material (NIIN). Whenever the Goods Movement chain is broken on a IUID, subsequent movements
for that item will fail. For example, if a receiving site uses an application which doesn't record [UID


Enclosure 2, CAV-IIl IMPLEMENTATION FOR 856S (POS)

This appendix lists the data segments that the CAV-II system requires at the Header, Detail, and Trailer levels. It
identifies the data values expected for each segment. The segment reference is formatted as Table
Reference/Segment ID/Position Number.

Yellow highlights identify deviations from original Navy CAV: 8568 POS. proposal.

DLMS 856S — X12 EDI Version 4030

Header Level Requirements
SEGMENT VALUES DESCRIPTION

1/ST/0100 =Mandatory
01 856 Transaction Set Identifier Code (Ship Notice/Manifest)
02 4-9 position Enter Transaction Set Control Number

Note: Transaction Set Control Number is used to identify the control
number including the batch and sequential number within the batch
file. The originator of the transaction set assigns the control
number, : :

Example: ST*856*0001

1/BSN/0200 Mandatory
01 00 Transaction Set Purpose Code (Original)
02 ZZ (Use “ZZ” to satisfy X12 syntax requirements)
03 CCYYMMDD Enter Date of Transaction Preparation
04 HHMMSSDD _ Enter Time of Transaction Preparation
(Universal Time Coordinate)
06 AS Transaction Type Code (Shipment Advice)
07 WTP. Status Reason Code (Waiting for Proof)

Example: BSN*00*ZZ*20080909*222817

Detail Level Requirements (1° HL Loop)

SEGMENT VALUES DESCRIPTION
2/HL/0100 Mandatory Hierarchical ID Number
01 1 Enter Hierarchical ID Number
03 Vv Hierarchical Level Code (Address Information — used to identify

transaction originator)

B-1


2/TD5/1200 Mandatory
04 i position Transportation Method/Type Code (Enter Mode of Shipment Code)

Note: Code specifying the method or type of transportation for the shipment,
Mode is mandatory. y under DLMS, although it was optional under CAV.

Example: TD5****E

2/REF/1500 Mandatory

ol TTMN Transaction Reference Number

02 14 position — Enter Requisition/Shipment Document Number
Optional

04 Composite

04C04001 Ws Suffix

04C04002 1 position Enter Suffix Code

Example: REF*TN*V2302781901700**W8:A

2/REF/1500 Mandatory
ol Q9 Repair Order Number
02 14 position Enter Repair Cycle Document Number (RCDN)

Note: Used to indicate the unique number assigned by the CAV II om to
identify and track CAV transactions.

Example: REF*Q9*Q9891782530124

2/REF/1500 Mandatory
ol x9 Internal Control Number
02 1-25 position Enter Contractor’s Reference Number

Note 1: Contractor’s Reference Number is used to indicate the unique number
used by the CAV I System to identify and track EDI transactions,

Note 2: If the Contractor’s Reference Number is not available, no entry will be
provided or the words “NOT APPLICABLE” may be passed in the transaction,

Example: REF*X9*REFERENCENUMBERA

B-3


(b) Navy will research whether additional information from WAWF can be
effectively used by Navy for material tracking, and Navy will explore possibility of enhancing 1.1 to
effectively use this data after the February 2010 implementation date.

¢. Procedures: Revise the DLMS 8565S as indicated in Enclosure 1. Refer to Enclosure 2 for
proposed design concept. Revise DoD 4000.25-M, DLMS Manual upon approval.

(1) In the Stock In Transit (SIT) scenario, when WEBCAV contractors not under the Navy
"Ready for Issue (RFI)" process ship material to a Defense Depot, if no receipt occurs within a
parameter number of days from that Defense Depot, NAVSUP Headquarters policy mandates that
shipment status be available by the WEBCAV contractor under CAV requirements. Under current
procedures the Navy refers to the data-rich shipment status from the contractor as “Proof of Shipment
(POS).”. The progression mandated by policy is to obtain valid Proof of Shipment first, and follow up
next to the freight agent for proof that the shipment was delivered to the receiving site. Once these are
obtained, NAVICP then follows up to the intended receiver requesting a receipt transaction. From a
SIT follow-up perspective, NAVICP cannot make the receiver accountable until POS and POD are
obtained.

(2) For the majority of WEBCAV contractors, NAVICP has brought the contractors under a
process entitled "RFI". For these contractors categorized as "RFI," freight agents designated by the
Navy transport the material and directly update the Navy's main ERMS transportation data base which
resides in the ERMS web-based application. They update it with critical Proof of Shipment and Proof
of Delivery data for easy access by today's SIT tracking application (PM76) and the new tracking
application NITA which will be connected via interface to the SAP 1.1 application.

(3) A Stock In Transit scenario occurs when Navy material is moved from stock already
reported on hand at the issuing site to be reported as stock on hand when it is received by the intended
consignee on the same MILS document number, i.e., the material is not being shipped on an end use
requisition for immediate consumption by the receiving site. In the Navy ERP Phase 1.1 design, SAP
will match SIT receipts to SIT issues. All SIT issues and receipts will be sent from SAP to an external
tracking application called NITA. The NITA application will display the unmatched issue document
to the shipping site and receiving sites. However, until the issuing site provides POS, that site remains
liable for the unresolved issue.

(4) In the scenario for WEBCAV contractors not covered by the ERMS RFI process, the SAP
design requires a DLMS 856S POS transaction containing the WEBCAV contractor's POS data. SAP
will then forward this data to NITA so that NITA can continue tracking to the freight agent and
ultimately to the receiver for resolution of the overdue SIT shipment. If the 8568 POS transaction is
not successfully obtained by SAP from DAAS for relaying to NITA, tracking to the receiver will be
delayed while NITA has to wait for the contractor to obtain POS again. Delays in obtaining POS
adversely impact the resolution of the SIT shipment especially if the response to the NITA query is
late, This is why the 856S POS transaction connectivity between the WEBCAV contractor, DAAS,
SAP and NITA is important to facilitate resolution of any WEBCAV SIT shipment that remains
unmatched.


ADC 344
Revised DLMS Shipment Status (856S) in Support of Navy ERP and CAV II Systems.

1. ORIGINATOR; NAYSISA, 717-605-5660 (DSN = 430)
2. FUNCTIONAL AREA: Supply/Logistics

3. REQUESTED CHANGE:

a. Description of Change: This change establishes revisions to the DLMS shipment status
(DLMS Supplement (DS) 8568) to support continued use of the CAV business process known as
“Proof of Shipment (POS).” This transaction will be used as the interim vehicle to transmit shipment
information from C.

Revisions subsequent to staffing are identified ii

b. Background Information:

(1) The 8568S CAV Shipment Status for POS is an interim measure. At this point, Navy
ERP 1.1 Integrated Systems Testing (IST) is underway and the integrated test is geared toward an
856S transaction coming in from the extremely small universe of WEBCAV contractors not yet under
the Navy "Ready for Issue (RFI)" process.

(2) For contractors currently under the Navy RFI process (which is most of them and
ultimately all of them), POS is being obtained from the Electronic Retrograde Management System
(eRMS) transportation data base by the Navy In Transit Accountability (NITA) tracking application
for overdue outbound RFI shipments by the contractor or by a user if they need to trace an end use
shipment from the contractor to them which did not arrive. Staffing Note: DLMSO comments that the
NITA process does not support DoD goal of capturing shipment information exchanges within Global
T . Pre .

(3) Wide Area Work Flow (WAWF)

{a) DLMSO advised Navy that under release 4.1 the WAWF 856 transaction
contains additional shipment information, such as carrier and tracking numbers not previously
available. The 856 GFP Transfer supports providing a shipment notice to the owning ICP (property
book) and Distribution Depot. Additionally, under WAWF 4.1 there is a separate Reparable Receiving
Report (RRR) specifically intended for repair contractors to ship repaired items back to DoD.
However, the Distribution Depot is not yet capable of receiving the RRR. The Navy ERP is capable
of receiving the WAWF 856, although DLMSO is not aware if all variants of the WAWF 856 can be
processed successfully by the Navy ERP.


999 Document Date

DLMS Note:

I. Must use for CAV Shipment Status to identify the
‘Proof of Shipment Date.’

2. This date identifies the preparation date on the
supporting documentation for shipment from the
contractor’s plant. :

Navy CAV-unique requirement

2/DTMO03/2000

Open DTMO03:

DTM03 Time

DLMS Note:

1, Enter time shipped in “HHMMSS” format (in
conjunction DTMOL, Qualifier 999) to establish a unique
date/time stamp.

2, Must use for CAV Shipment Status.

3. This is an authorized DLMS enhancement; see
introductory DLMS 2f.

Navy CAV-unique requirement

(Time Code Qualifier not used as
originally proposed by the Navy.)

2/N101/2200

Add new code DLMS notes:

RN Repair or Refurbish Location

DLMS Note:

1. Must use for CAV Shipment Status to identify the CAV
reptir site.

2, Use two iterations of the NI Loop to identify the repair
site by both RIC and DoDAAC, Associate the Message
From (N106) with the repair site RIC. Refer to ADC 344,

To remove confusion regarding the
standard use of the SB qualifier for
distribution depots and the manner in
which the From is identified for standard
856S transactions, DLMSO proposes
use of a different qualifier and two
iterations of NI to identify both
DODAAC (Navy requirement and RIC
(common DoD usage).

Staffing Note: Navy will discontinue use
of pseudo SCAC values ‘OTHR’ (for
other) and ‘ATAC? (for identification of
shipments to the ATAC hub) under
DLMS.

2/LQ01/3500

Add new DLMS note 2:

0 Document Identifier Code

DLMS note.

1. The DLSS DI Code is retained in the DLMS to facilitate
transaction conversion in a mixed

DLSS/DLMS environment, Continued support of the DI
Code in a full DLMS environment will be assessed at a
future date.

2. Navy unique Document Identifier POS is authorized
for CAV Shipment Status,

Navy CAV-unique requirement.



Example:

2/N 1/2200

Example:

HL*1**V

Mandatory

01 RN Repair or Refurbish Location

03 M4 Identification Code Qualifier (RIC)

04 3 position Enter Contractor’s RIC

06 FR Entity Identifier Code (Message From)
N1*RN“*M4*QMY"*FR

Detail Level Requirements (2 HL Loop)

SEGMENT

2/HL/0100

Example:

2/LIN/0200

Example:

2/SN1/0300

Example:

VALUES DESCRIPTION

Mandatory Hierarchical ID Number

o1 1 Enter Hierarchical ID Number

03 WwW Hierarchical Level Code (Transaction Reference Number — used for

shipment information)

HL*1**W

Mandatory.
02 FS or.NN NSN or NIIN
03 9 or 13 positions Enter NSN or NIIN as applicable using applicable qualifier

Note: Full NSN is required under DLMS when qualifier FS is used, although FSC was -
originally optional under CAY. Qualifier NN was added to allow transmission _
of NIIN only. :

LIN**FS*1234567890123

Mandatory
02 1,-1 Enter Quantity Shipped, Quantity Reversed
03 2 position Enter Unit of Issue

Note: Quantity used to indicate quantity shipped or quantity reversed.
For Proof of Shipment, enter a quantity of one (1). To reverse the
Proof of Shipment, enter a quantity of minus one (-1).

SN1**1*EA